How to choose the right printer for your business
(without overspending)

Choosing a printer for your business shouldn’t feel like a gamble

With dozens of models, endless spec sheets, and sales reps pushing whatever’s in stock, it’s easy to end up with a machine that’s either overkill for what you actually need — or one that can’t keep up and costs you more in the long run.

Here’s how to think it through properly, based on what your business actually does day to day.

Start with volume, not price

Before anything else, work out roughly how many pages you print per month. This is the single biggest factor in getting the right machine — more important than brand, more important than upfront price.

• Under 500 pages a month: a compact desktop printer will likely do the job comfortably.
• 500–3,000 pages a month: you’re in small-to-medium office territory — a proper multifunction device (print, scan, copy) will pay for itself in reliability and running costs.
• 3,000+ pages a month: you need a workhorse built for volume, or you’ll be replacing consumables constantly and risking premature wear.

A cheap printer that’s underpowered for your volume will cost you more in the long run through frequent toner changes, breakdowns, and downtime.

Think about what you’re actually printing

Volume tells you the scale — but the type of printing you do matters just as much.

Text-heavy office documents (accountants, general admin) You need speed and low cost-per-page. A monochrome or standard colour laser multifunction device is usually the sweet spot.

Detailed plans, drawings, or property photography (architects, estate agents) Image quality matters more than raw speed. Look for higher resolution output and, in many cases, A3 capability so you’re not constantly reducing plans down to A4.

Large-format prints, proofs, or marketing materials (graphics professionals) This is a different category of machine entirely — wide-format printers built for posters, banners, and high-fidelity colour proofing. Don’t try to force this workload onto a standard office device; it won’t have the colour range or paper handling you need.

Factor in running costs, not just the price tag

The purchase price is often the smallest part of what you’ll spend on a printer over its lifetime. Before buying, ask:

• What’s the cost per page for toner or ink?
• How often will you realistically need to replace consumables at your volume?
• Does the supplier offer a service plan, or are you on your own if something breaks?

A printer that’s £200 cheaper upfront but costs twice as much per page will lose you money within the first year if you’re printing regularly.

Don’t overlook network setup

A printer that isn’t properly integrated into your office network causes more day-to-day frustration than almost anything else — dropped connections, print queues jamming, staff unable to print from their own desks. If you’re buying for an office of more than a couple of people, make sure setup and network configuration is included, not left for you to figure out afterwards.

New or refurbished?

Both have their place. Refurbished machines can be an excellent option for budget-conscious businesses, provided they’ve been properly serviced and come with some form of warranty. We’ll cover this in more detail in an upcoming post — but as a general rule, don’t buy refurbished from anyone who can’t tell you the machine’s service history.

The bottom line

The “right” printer isn’t the most expensive one, or the cheapest one — it’s the one that matches your actual volume, your type of printing, and comes with running costs and support that won’t catch you out six months down the line.

Not sure which category your business falls into, or want a second opinion before you buy? Get in touch and we’ll talk it through — no pressure, just honest advice.